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Event Planner Toolkit

 

GENERAL RESERVATION INFORMATION

Online applications for reserving meeting and event space in the Compton Union Building, Student Recreation Center, Chinook Student Center and the Elson S. Floyd Cultural Center must first be made through the following link of schedule@wsu.edu . Confirmed room/space reservations is the first step prior to development of menus for full service and a la carte service through University Catering.

 

If you are not a WSU student or employee and want to request space, you should contact the scheduling office directly. You can contact the scheduling office via phone at 509-335-9444 or by email at scheduling@wsu.edu. You may also visit the scheduling office located in Room 140 on the first floor of the Compton Union Building. Office hours are 8:00 AM to 5:00 PM, Monday through Friday.

 

Other Spaces: Requested spaces listed below do not have availability information. Per your submission for one of the room space, a person will contact you with availability information.

Lewis Alumni Center / Beasley / Ensminger Pavilion / ETRL / Lighty / Terrell Library

 

GUARANTEES

University Catering requires all events to be booked two weeks out from the actual day of the event with a tentative guarantee of attendance. A final guaranteed figure is required for all meal function three-business day prior to the function date and is not subject to reduction. If you are not able to meet this timeline, the estimated figure will automatically become the guarantee. We will be prepared to serve 5% over the guaranteed number for groups.

 

SPECIAL DIETS

We are able to accommodate special diets for catered events. Please communicate your guest’s needs to the catering coordinator manager during the menu planning. We have a variety of items within our Core Menu that meets most common requests – Gluten-free, Lactose-free, Vegan, Vegetarian and Nut-free. We have several “all-in-one’ selections that are prefect for large groups. Whatever your guest’s needs are, our culinary team will offer a solution, so that they will be well fed and happy. We also offer Halal meals. Final counts for all special meals are due with the guarantee three days before the event date. Some special meals may incur an additional fee that is greater than the meal price for the group.

 

DETERMINING FOOD QUANTIIES FOR A COCTAIL RECEPTION

Menu selections for your reception are just as important as the main event. At WSU University Catering, we can work with you to create a custom reception menu that will set the stage for the evening and compliment your selected meal. This is the first chance to please the palette with taste sensations of things to come. When hosting a reception before dinner, a good rule of thumb is to allow 4 – 6 pieces of hors d’oeuvres per guest. If the reception fare is the main event, 10 -12 pieces per guest are standard. The allocation of hot items to cold is generally 2:1.

 

OUTSIDE VENDORS

WSU University Catering is responsible for the quality and freshness of the food served to our guest. As the exclusive caterer for the Compton Union Building and for spaces operated and managed by WSU Dining, our culinary staff must provide food. All food prepared by our culinary staff may not be taken off premise by any attendee. Per request by a group, WSU University Catering will entertain the request of an outside culinary consultant to work alongside the department’s culinary staff to ensure the authenticity of ethnic and/or regional dishes.

 

ALCOHOL GUIDELINES

There are two options available. WSU University Catering has licensed bartenders, who can serve the beer and wine you provide. A banquet permit is required. WSU University Catering has collaborated with Fork in the Road catering. They can offer full service bar, and have the licenses and staff.

 

DECORATIONS

Work with University Catering to decorate your tables. Centerpieces and decorations are available, and/or you may provide your own. Please inform the Scheduling Office of your instructions for decorations so that we may coordinate our set-up instructions and linen colors to complement your decoration scheme.

 

NOTE: In accordance with Washington State Safety Regulations, burning candles used for decoration must be contained within glass or fireproof enclosures, 1 inch below the rim.

 

PRICES

All prices are subject to change, based on market and product availability. Events that go longer than the confirmed event time, additional labor charges may result.

 

Delivery/Tableware/Linens:

All events outside of the Compton Union Building will have a delivery fee ranging from $35 to $200. All menus include disposable tableware. China service is available for all events, however outside of the Compton Union Building there will be an additional charge depending on the range of service requested. Tablecloths are available for $4.99 each.

 

Tax:

Tax (currently 7.8%) must be added to all catering prices. There is no mandatory gratuity. University Catering does not bill gratuity. If you wish to offer a gratuity after receiving your billing, please enclose a note indicating the amount of the gratuity that is to be awarded to the wait-staff that worked during your event.

 

WSU Administrative Fee: As an auxiliary unit of Washington State University, WSU University Catering is required to add a 10% Administration Fee to all pricing. The Administration Fee support the University General Fund.t Guarantee/Cancellation: Please submit the guaranteed attendance figure for your event to the Catering Office by noon of the third (3rd) working day prior to the event. New requests for catering received within three working days of the event will have a limited menu selection. Changes in the attendee list within three working days of an event will result in appropriate fees to cover food and overhead costs incurred by University Catering.

 

Minimums for types of service
30 for a buffet meal
30 guests for a served meal

 

BANQUET EVENT ORDERS

Contact: Amy Gibson, Catering Sales Manager, 509-335-3570, catering@wsu.edu

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